Event manager

Automation tasks for event publishing and support. Most of the tasks are executable through the CraftBot commands.

NOTE: For running automation tasks locally, copy contents of the local.properties file from the latcraft/passwords project to the local.propeties file.

Event publishing

Event publishing process consists of the following steps:

0. Manual: Create data record for the event inside events.json (https://github.com/latcraft/website/blob/master/data/events.json) and push to Git.

   WARNING: make sure that you removed EventBrite's eventId from the new event record. Otherwise, there is a risk of data corruption.

1. Automated: Publish event on EventBrite using the following task:

    gradlew publishEventOnEventBrite
   

   Or the following /craftbot command:

    /craftbot publish eventbrite
   

   WARNING: This task MUST be executed FIRST and event lead must wait until data inside events.json is updated since other tasks depend on it.

   It is safe to rerun this task several times after the first publication if there are any changes in the event description.

2. Automated: Generate event cards using the following task:

    gradlew publishCardsOnS3
   

   Or the following /craftbot command:

    /craftbot publish cards 
   

   Cards will be generated on AWS S3 share. Links to the cards will be published inside #craftbot channel in Slack.

   WARNING: It is a responsibility of the event lead to share cards at convenient times on social networks.

   Different cards have different purposes (check the Event cards section below).

   It is safe to run this task several times if there are any updates to the event data.

3. Automated: Copy all contacts from EventBrite to SendGrid using the following task:

    gradlew copyContactsFromEventBriteToSendGrid
   

   Or the following /craftbot command:

    /craftbot copy contacts 4
   

4. Automated: Create invitation e-mail on SendGrid using the following task:

    gradlew publishCampaignOnSendGrid
   

   Or the following /craftbot command:

    /craftbot publish sendgrid
   

   Link to the e-mail HTML will be published inside #craftbot channel in Slack.

   WARNING: Verify e-mail's content and layout before executing next task.

   WARNING: This task MUST be executed after publishEventOnEventBrite.

   It is safe to run this task several times.

5. Automated: Send the invitation letter using the following task:

    gradlew sendCampaignOnSendGrid
   

   Or the following /craftbot command:

    /craftbot send campaign
   

   WARNING: This task is not reversible. Double-check HTML e-mail message from previous step before proceeding.

   NOTE: This task is safe to be called multiple times, because explicit check is done on SendGrid level to verify that campaign has not already been sent.

6. Manual: Tweet about the event and speakers using LatCraft Twitter account and cards generated above. Pin the tweet about event. Use normal_event_card_v3, workshop_event_card_v1 or workshop_event_card_v2 card for event and speaker_card_v2 for speakers.

7. Manual: Create Lanyrd event.

8. Manual: Create Facebook event. Use normal_event_facebook_background_v2 or workshop_facebook_background_v1 card for event background. Use normal_event_card_v3, workshop_event_card_v1 or workshop_event_card_v2 card for Facebook posts. Use speaker_card_v2 for Facebook posts about speakers.

9. Manual: Create LinkedIn post. Use normal_event_card_v3, workshop_event_card_v1 or workshop_event_card_v2 card for event announcement post.

Event cards

• normal_event_card_v1 (DEPRECATED): use for Twitter, LinkedIn; features: Periscope Video

  WARNING: Only use this card if we go back to using Periscope. Otherwise use cards with Facebook video streaming.

  

• normal_event_card_v2 (DEPRECATED): use for Twitter, LinkedIn; features: Periscope Video

  WARNING: Only use this card if we go back to using Periscope. Otherwise use cards with Facebook video streaming.

  

• normal_event_card_v3: use for Twitter, LinkedIn; features: Facebook Video

  

• normal_event_facebook_background_v1: (DEPRECATED): use for Facebook Event Page background; features: Periscope Video

  WARNING: Only use this card if we go back to using Periscope. Otherwise use cards with Facebook video streaming.

  

• normal_event_facebook_background_v2: use for Facebook Event Page background; features: Facebook Video

  

• workshop_facebook_background_v1: use for Facebook Event Page background; features: Bring Laptop

  

• workshop_event_card_v1: use for Twitter, LinkedIn; features: Bring Laptop

  

• workshop_event_card_v2: use for Twitter, LinkedIn; features: Bring Laptop

  

• speaker_card_v1 (DEPRECATED): use for Twitter, LinkedIn, Facebook; features: Periscope Video

  

• speaker_card_v2: use for Twitter, LinkedIn, Facebook; features: Facebook Video